Points of Dispensing

A Pocket Guide

What is a Point of Dispensing?

Specific locations pre-screened and identified

by an agency that can be utilized for

distributing medications or vaccines to a large

number of people in the event of a public

health emergency

Point of Dispensing = POD

Call for Activation

You will be notified by your agency

representative when POD operations are

activated.

Notification call will provide information on:

Location of POD

When you will need to report

Items to bring with you (e.g. identification)

Tip: Be sure to bring your identification card with you when you report to your

designated POD. Also, remember the POD may have limited space for personal

belongings so only bring items or equipment you are asked to bring.

POD Operation

KEY CONCEPTS

Gathering Materials

General Supplies Tables

Chairs

Extension cords

Office supplies

Name tags

Waste baskets & bags

Fax machine, telephones

Signage (to provide directions)

Computer/Laptop

Medical Supplies Gloves

Hand sanitizers

Facial tissues

Educational materials

Medical assessment forms

Medication labels

Emergency phone numbers

Tip: Many agencies have developed “Go Kits” which contain essential supplies and

guidance to allow for rapid response. The POD supervisor and leadership staff member

is then prepared to respond immediately to a call for POD activation.

POD Site Selection

An ideal POD facility needs to be identified prior to

an emergency and must:

Be able to accommodate large numbers of people

Be located centrally to minimize travel for community

members

Be easily accessible

Contain large area for parking

Ensure good traffic flow to minimize congestion

Tip: Ideal POD locations in a community may be schools, churches, and community

recreation centers. Be sure to visit the facility and work with the Facility Manager to

develop a Memorandum of Agreement to use the site during an emergency.

POD Layout

The POD layout should:

Maximize the flow of clients through the POD

Increase the accuracy with which a greater

number of individuals are provided

medication/vaccination.

Ensure good flow of traffic to minimize

congestion

Sample POD Layout

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Staff Registration

POD Stations

There are at least 4 stations in a POD:

1. Client Intake/Forms Distribution

2. Screening

3. Dispensing

4. First- Aid

Additional stations may also be included:

Behavioral Health

Staff/Volunteer Registration

Break Room

Supply Room

COMMUNICATION

Communicating with the Health

Department

Primary Contact:

Name:

Title:

Phone:

Alternate Phone:

E-mail:

Communicating with the Public

Your Communications Plan will need to

address:

What you will need to communicate.

How will you communicate it?

Who will you need to communicate with?

Tip: You should collaborate with your agency’s Public Information Office to design

and distribute situation-specific messages for the public, media, partners, and agency employees.

What to communicate

before the emergency? Overview of the situation

Steps your agency is taking to

safeguard health & wellbeing

Basics steps people can take

to protect themselves

Where to get additional

information? (e.g., TV, radio,

website, etc.)

_________________________

___________________________

___________________________

___________________________

___________________________

___________________________

___________________________

___________________________

___________________________

___________________________

___________________________

___________________________

What to communicate

during the emergency? Who can receive the medical

intervention? Children, adults, priority groups

When can clients receive the medications? Days & times when the POD

will be open to clients

Where can clients receive the medications? Location where clients can

receive the medical intervention

What information should clients bring? Identification, Vaccine Record

My Notes: _____________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Tip: Communicate information to allay any panic, reassure your employees, and to reinforce

disease prevention techniques.

What to communicate

after the emergency?

Importance of

compliance

Results of the POD

operation

Appreciation of staff,

volunteers, &

community

Where to find

additional information

My Notes: _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Relaying your message

Website

Email/Listserv

Fax

Flyers/Information brochures

Information sessions

Tip: In your plan, make sure that you address any language barriers by drafting messages

or information alerts in languages other than English. Similarly, employ different

mechanisms to relay your message to special populations.

POD Roles

POD Staff Selection

When selecting your POD staff consider the

following:

What are the needs of the public health emergency? (e.g.,

a vaccination distribution will require volunteers licensed

to vaccinate people)

What type of skills and/or credentials are required for this

position?

Based on the above, who is best trained to fulfill this

position?

Who will be available on a short notice?

Tip: For key POD positions, you may want to identify alternate individuals who may fill

the position in the event the main person identified is unable to do so.

POD Staffing

Managers/Supervisors

Oversee all or specific

functions

Conduct briefing and

Just in Time Training

Authorize necessary

modifications

Serve as main points of

contact for

questions/concerns

Staff

Report to designated

supervisor

Complete tasks

associated with POD

stations

Go to designated

supervisor for

questions, concerns, &

supply requests

POD Staff Organization Chart (Incident Command Structure)

Note: The diagram depicted is only an example that is often used in a traditional POD. Your agency may expand or contract this chart to fit the needs of your POD.

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POD Manager

Non-Medical Lead

Behavioral Health

PIO

POD Assistant

Manager

Security

Medical Lead

Line

Registration

Inventory

Screening

Dispensing

First Aid

Behavioral

Forms Distribution

Facilities Manager

POD Manager ACTION ITEMS

Main Goal: Oversee POD Operations

Establish & maintain communication with the Health

Department

Work with facility staff to open and close the POD

Receive medical interventions coming from the health

department

Brief POD staff

Conduct a walkthrough of the dispensing site

Ensure that POD follows established guidelines

May serve as the point of contact for media & other

outside organizations

POD Briefing

Conducted by POD Manager or Assistant Manager

Includes:

Information on the situation

Review of guidelines and protocols

Facility layout (i.e., break room, restrooms, emergency exits, etc.)

POD layout and flow

Roles & responsibilities

Security ACTION ITEMS

Main Goal: Secure POD operations

Secure medical assets arriving from the health department

Ensure security of the POD site and critical assets

Establish security throughout the site to maintain safety of

POD staff and clients

Maintain restricted access to the POD site by authorized

personnel only

Facilitate traffic flow throughout the POD site

Maintain communication with the POD Manager

Facilities Supervisor ACTION ITEMS

Main Goal: Collaborate with the POD Manager to

make sure the facility is operable

Coordinate delivery of supplies and medical assets with

the POD Manager

Assist in identifying proper storage area for medications

Set up barriers and other traffic control equipment

Ensure access to the facility

Ensure facility utilities are functioning properly

Communicate questions, concerns, & resource requests to

the POD Manager

Non-Medical Lead OVERVIEW

Main Goal: Address the non-medical needs of POD operations Verify adequate non-medical staff levels to operate POD

Ensure that personnel have resources to complete their designated tasks

Brief Registration, Forms Distribution, and Inventory staff on their designated tasks and review POD layout

Ensure sufficient supplies are available

Ensure proper signage and directions are available

Review stations to make sure they are organized to maximize POD flow and comply with agency plans

Maintain communication with POD Manager

Line Staff ACTION ITEMS

Main Goal: Maintain flow of clients through the

POD

Direct clients from one station to another throughout the

POD

Provide education and information to clients

Support POD staff in addressing the needs of clients

Direct all questions, concerns, and resource requests to

Line Supervisor.

POD Registration Staff ACTION ITEMS

Main Goal: Maintain check-in/out of all POD staff

Ensure all POD staff checked-in/out at the end of each

shift

Verify staff credentials

Assign POD Role to each individual

Distribute/collect name tags, Job Action Sheets,

communication equipment, etc.

Direct all questions, concerns, and resource requests to

Registration Supervisor.

Tip: Plans should also address the distribution of vaccine or antivirals to all POD staff (and family,

if applicable). If arrangements have not been made to protect these individuals prior, this area may

also be used to distribute antivirals or provide vaccination to all POD staff as

they arrive onsite.

Client Intake Staff ACTION ITEMS

Main Goal: Distribute necessary forms to clients

Review and understand the forms that need to be

completed by clients

Distribute forms to clients

Answer clients’ questions and concerns

Direct clients to the Screening Station (or any other

appropriate station as required)

Direct all questions, concerns, & resource requests to the

Client Intake Supervisor

Inventory/Supply Staff ACTION ITEMS

Main Goal: Track the use and availability of

supplies, equipment, etc.

Ensure tracking protocols and methods are in place and

operable

Maintain inventory of equipment and supplies

Monitor equipment and supply needs

Request additional equipment and supplies as needed

Direct all questions, concerns, & resource requests to the

Inventory/Supply Supervisor

Inventory WHAT NEEDS TO BE TRACKED

Medications and/or supplies arriving from the

health department

Usage of

Equipment

Supplies

Medications

Medical Lead OVERVIEW

Main Goal: Address the needs of the medical staff and stations (including Screening, Dispensing, and First-Aid)

Maintain adequate medical staff levels to operate POD

Ensure that personnel have resources to complete their designated tasks

Brief screening/dispensing/first-aid staff on their designated tasks and review POD layout

Ensure sufficient medications are available

Ensure proper storage procedures are being followed

Review set-up stations to make sure they are organized to maximize POD follow and they follow established guidelines

Maintain communication with POD Manager

Screening Staff ACTION ITEMS

Main Goal: Screen clients

Review forms to assess for contraindications

Verify information on forms is accurate

Follow screening procedures

Address clients’ questions and/or concerns

Track the usage and availability of screening forms

Direct clients to Dispensing Station (or any other

appropriate station as required)

Direct all questions, concerns, & resource requests to the

Screening Supervisor

Main Goal: Distribute antivirals or vaccinations to clients

Ensure use of Personal Protective Equipment (PPE)

Provide antiviral or vaccine per the guidelines provided

Provide relevant information (i.e., Vaccine/Drug Information Sheet, Medication Crushing Instructions, etc.) to clients

Address clients’ questions and/or concerns

Track usage of medical supplies and antivirals/vaccine

Direct all questions, concerns, & resource requests to the Dispensing Supervisor

Dispensing Staff ACTION ITEMS

First-Aid Staff ACTION ITEMS

Main Purpose: Meet the medical needs of clients

Use Personal Protective Equipment (PPE)

Verify clients are not exhibiting any side effects

Address patients’ immediate medical needs

Follow established protocol to contact EMS provider for

transporting client(s) to treatment facility

Direct all questions, concerns, & resource requests to the

First Aid Supervisor

Behavioral Health Staff

Main Goal: Address mental health needs

Address the mental health needs of POD clients and staff

Provide on-scene support to POD staff to expedite people

going through the POD

Support POD staff in addressing the needs of clients

Educate POD staff and clients on public health and

behavioral health interventions

Direct all questions, concerns, & resource requests to the

Behavioral Health Supervisor

Demobilizing your POD

Demobilization Steps

POD Manager will notify staff when POD

will close.

All Staff will:

Assist in packing materials & equipment

Sign out at the Registration station

Return equipment & supplies assigned

Participate in Debriefing session

Debrief

Facilitated by the POD Manager to evaluate the agency response. This will allow your agency and health department to:

Obtain feedback on how well the POD operated

Identify areas for improvement

Identify best practices

Revise plans and guidelines to address issues identified

Meet with the health department to review the interagency response

Tip: In Emergency Management, once this debriefing has occurred the key points are

compiled into an After Action Report. This is a summary describing the event, areas of

improvement, and best practices.

Returning Assets

Designate a person responsible for completing

demobilization steps

Compile a final report to the county/tribal health

department:

Inventory of medical intervention and assets used

Copies of completed medical forms and other

documents required by the county

Coordinate return of unused medications and/or

other assets to the county

GLOSSARY

Glossary Bioterrorism: The deliberate release of viruses, bacteria or other germs used to cause

illness or death in people, animals or plants.

Epidemic: The occurrence in a community or region of cases of an illness, specific health-related behavior or other health-related behavior, or other health-related events in excess of what would normally be expected. The occurrence is relative to usual frequency of the disease in the same area, among the specified population, at the same season of the year.

Incident Command System (ICS): A management model for command, control, and coordination of an organization's emergency response activities. ICS is designed to aid in the management of personnel and resources required to operate during an emergency.

Job Action Sheet (JAS): A document created for each role within a command structure that specifies the role title, mission, supervisor and duties.

Mass dispensing: Providing necessary medical interventions to a large number of people to limit the spread of disease and prevent morbidity/mortality from occurring as a result of exposure.

Outbreak: An epidemic limited to localized (i.e. village, town, closed institution) increase in the incidence of a disease.

Glossary POD: Point of Dispensing, a location at which medical interventions (i.e., vaccinations or

medications) are provided during a public health emergency.

Personal Protective Equipment (PPE): Specialized clothing or equipment worn by an individual for protection against any harmful agent (chemical, biological, or radiological).

Receipt, Storage, and Staging (RSS): The steps of receiving Strategic National Stockpile (SNS) assets (i.e., medication, supplies, etc.), storing them, and transferring them to the appropriate entity for distribution.

Strategic National Stockpile (SNS): A Centers for Disease Control and Prevention (CDC) program that serves as a national supply of medications and medical supplies for emergency situations.

Surveillance: The continuous collection and analysis of data used to monitor health status and the occurrence of disease. Surveillance is key in detecting an outbreak of disease in a community and the information collected helps public health officials in understanding the nature of the outbreak. Surveillance is the essential feature of epidemiological practice.

Additional Resources

Additional Resources Arizona Center for Public Health Preparedness www.azcphp.publichealth.arizona.edu

Arizona Department of Health Services Pandemic Influenza Information http://www.azdhs.gov/pandemicflu/

Cities Readiness Initiative- Center for Disease Control and Prevention http://www.bt.cdc.gov/cri/

Mass Antibiotic Dispensing: Taking Care of Business (CDC Course) http://www2.cdc.gov/phtn/business/default.asp#add

Maricopa County Department of Public Health, Public Health Emergency Department http://www.maricopa.gov/Public_Health/PHEM/default.aspx

National Association of County and City Health Officials- Strategic National Stockpile Project http://www.naccho.org/topics/emergency/SNS/index.cfm

PandemicFlu.gov www.pandemicflu.gov

Strategic National Stockpile (SNS)- Center for Disease Control and Prevention http://emergency.cdc.gov/stockpile/index.asp

Yale Center for Public Health Preparedness http://publichealth.yale.edu/ycphp/glossary.html

MY NOTES:

IDENTIFY YOUR ROLE

My Position Title is:____________________

I report to the ________________________.

My JOB Duties are:

1.____________________________________

2.____________________________________

3.____________________________________

4.____________________________________

The information in this pocket guide is condensed. For more information, please refer to your county mass dispensing guidelines and to the websites listed inside. This publication was supported by Grant U90/CCU924239-02 from the CDC. Its contents are solely the responsibility of the authors and do not necessarily represent the official views of the CDC.